Adjustments

Once transactions have been posted, the amount of a posting can be changed (increased or decreased) by using the Adjustment feature. Postings made on or before the current business date can be adjusted.

Note: Changes to transaction Price, Quantity, and Amount can be made using the Edit Transaction feature on the same date as the posting was made. Using the Adjustment feature, on the other hand, approaches the task from a "bookkeeping" perspective — the change is entered into the system as a separate transaction that counterbalances a previous transaction posted on or before the current business date.

When transactions are selected for adjustment and have a revenue date in the past, then the adjusted transaction will have the current business date as the transaction date and revenue date. And when transactions are selected for adjustment and have a revenue date in the future, then the adjusted transaction will have the current business date as the transaction date and keeps the original future revenue date as its revenue date.

For Example

A guest checks in for 4 nights at $100 per night from Oct 26th to Oct 30th.

The Guest pays $400 for all 4 nights in advance

After the second night, Oct. 28th, the guests needs to check out

The guest receives a refund for the third and fourth nights in which the guest will not be staying.

The below is a breakdown of the charges, revenue, and posted business dates:

	Gross Amount	Transaction Date	Business Date
Lodging (Check In)	$100.00	October 26	October 26
Lodging (Check In)	$100.00	October 26	October 27
Lodging (Check In)	$100.00	October 26	October 28
Lodging (Check In)	$100.00	October 26	October 29
Lodging (Reverse)	-$100.00	October 28	October 28
Lodging (Reverse)	-$100.00	October 28	October 29
Total Amount for Lodging	$200.00


Total Lodging Per Business Date
Revenue	Business Date
$100.00	October 26
$100.00	October 27
$0.00	October 28
$0.00	October 29
Total Lodging for Stay = $200.00

Adjustments are made as a fixed amount or as a percentage of the transaction amount and may be applied to:

One or more transactions selected from the guest's Billing screen.
All the guest's transactions having the same transaction code or codes and which were posted within a specified date range. Routing codes can be used along with or instead of individual transaction codes.
All the guest's transactions having a specific check number.

When an adjustment is made to a transaction that includes generates (such as taxes and service charges), corresponding adjustments are made automatically to the generate charges associated with the main transaction.

The following transaction codes cannot be adjusted manually using the Adjustment feature. Should any of these kinds of transaction codes be selected for adjustment, the adjustment to the affected transaction will be ignored.

Generates that have been automatically posted.
Package transaction codes.
Payment transaction codes.
Transaction codes that do not have the Manual Posting check box selected on the Transaction Code configuration screen.
When Cashiering>Transaction User Groups application function is set to Y and a user is associated with a user group for which appropriate adjustment transactions codes are not assigned, then while performing an adjustment in Billing screen, such a user is prevented from posting the adjustment and a message that " The associated transaction user group does not contain the trx codes for adjusting trx code(s) XXXX" is displayed.

Adjusting Transactions

To make an adjustment, select Cashiering>Billing to display the In-House Guest Search screen. Then select the guest whose transactions you want to adjust. The guest's Billing screen appears. (Adjustments can also be made to postings via the AR module. See AR Account Maintenance for details.)

Note: Transactions can be adjusted on an open invoice for a reservation that has a status of No Show or Checked Out, until the invoice is closed.

Adjusting One or More Selected Transactions

To adjust one or more selected transactions by the same fixed amount or percentage, mark the transaction(s) with an X in the left column of the Billing screen.

Note: If the Cashiering>Folio No Reprint application parameter is set to Y, you cannot select transactions that have a folio number associated with them.

The transactions you select may be in any one or more Billing screen windows. When you are done, select the Adjust Transactions right-click Quick Menu option. The Adjustments screen appears.

Select the Adjust by Selected Postings radio button. Select OK to display the Adjust Transactions screen.

Provide the requested information. Select OK to make the adjustment.

Adjust Transaction Screen Fields

Amount/Percentage. Select the Amount radio button to adjust the all selected transactions by the same fixed amount. Select the Percentage radio button to adjust all selected transactions by the same fixed percentage.

Note: The maximum allowable percentage by which you can adjust a transaction(s) is 100%. Percentages that exceed 100% will not be accepted by OPERA.

Then enter the amount or percentage to adjust in the text entry field to the right of the radio buttons. To subtract the amount or percentage from the posting(s), include a minus sign ( - ) in front of the amount or percentage. Otherwise, the amount or percentage will be added to the original posted amount(s). Do not include the "%" following a percentage value.

Note: When the Cashiering>Adjustments as Negative application parameter is set to Y, the value in this field automatically defaults to a negative. You may change this to a positive value if desired.

In the event that one of the selected transaction codes is a Package Wrapper transaction code, the Percentage radio button is automatically selected and 100% is populated in the percentage field even if the Cashiering>Adjustments As Negative application parameter is set to Y or N. Both of these fields will be disabled and cannot be modified. If the Package Wrapper that is being adjusted has allowances or consumptions against it, once adjusted the consumption will be posted back to the guest folio and all the package related postings will be adjusted in the same manner as the package was originally split when posted. If any package profit or loss was posted, then these will be adjusted as well. The transaction code for the adjustment transaction for package wrapper is same as the package wrapper. It will not use the adjustment transaction code if any are associated with the package wrapper on the Transaction Code Setup screen.

Note: A package wrapper transaction that has been adjusted, cannot be adjusted again.

Note: A Package Wrapper posting in the AR account cannot be adjusted.

Note: When performing adjustment, based on the adjustment criteria, if none of the transactions are adjusted, there will be a user log entry in the Postings Activity Group “ NO TRANSACTIONS FOUND TO ADJUST FOR [XXXX] CONF # XXXX”

Reason Code. Select the down arrow or press [F9] to choose a reason code for the adjustment. A description of the reason code will display next to the field.

Reason Text. Use this text entry box to provide any additional explanation regarding the adjustment. This information is for internal use and does not appear on the guest's folio.

Adjusting Selected Transaction Codes/Routing Codes

Note: Adjustment by routing code is available when the Cashiering>Routing application function is set to Y. See Routing Codes for details.

Note: This selection adjusts all applicable transactions in all Billing screen windows regardless of the window where the cursor is positioned.

To adjust all the guest's transactions having a selected transaction code or codes, or to adjust all the guest's transactions having transaction codes that are included in specific routing codes, select the Adjust by Trn/Routing Codes radio button on the Adjustments screen.

Note: If the Cashiering>Folio No Reprint application parameter is set to Y, transactions for the selected transaction code that have a folio number attached will be ignored. In addition, if you post an adjustment without actually marking a transaction, a new posting for the current business date will be made against the transaction code for the currently highlighted transaction on the Billing screen.

Select OK to display the Adjust Transaction Codes Postings screen.

Provide the requested information. Select OK to make the adjustment.

Adjust Transaction Codes Postings Screen Fields

Trn./Routing Codes. By default, the transaction code for the posting on which your cursor is positioned appears in this field. If multiple postings are marked with an X, the transaction codes associated with those postings appear in this field. To select one or more other transaction codes and/or a routing codes choose the down arrow or press [F9] to display the Transaction Codes and Routing Codes LOV. Select the codes to adjust. If you select a routing code, all transactions included in that routing code, as applicable for the current bill, will be adjusted. (See Select Transaction Codes for details.) Transaction codes and routing codes may also be typed into this field. If you manually enter codes, separate them using a comma.

Note: If any of the transaction codes you select is not associated with a posting for this reservation, OPERA will disregard that transaction code. Only those selected transaction codes that have postings will be adjusted. This feature is convenient when, say, you wish to adjust all F&B transaction codes by a percentage without having to individually select those codes against which the guest has postings.

Begin Date. The starting date of the range of dates for which selected transaction(s) should be adjusted.

End Date. The ending date of the range of dates for which selected transaction(s) should be adjusted.

Note: Transactions which were not posted during the date range defined by the Begin Date and End Date will not be affected by the adjustment. If no dates are entered, all applicable transactions will be adjusted, regardless of date.

Note: When the Cashiering>Adjustments as Negative application parameter is set to Y, the value in this field automatically defaults to a negative. You may change this to a positive value if desired.

Note: A package wrapper transaction that has been adjusted, cannot be adjusted again.

Note: A Package Wrapper posting in the AR account cannot be adjusted.

Reason Code. Select the down arrow or press [F9] to choose a reason code for the adjustment. A description of the reason code will display next to the field.

Reason Text. Use this text entry box to provide any additional explanation regarding the adjustment. This information is for internal use and does not appear on the guest's folio. The Reason Text is printed on the Posting Adjustments report, which is usually prepared during Night Audit.

Adjusting the Selected Check Number

To adjust all the guest's transactions having a specific check number, select the Adjust by Check No. radio button on the Adjustments screen. Select OK to display the Adjust Transaction Codes Postings screen.

Provide the requested information. Select OK to make the adjustment.

Adjust Transaction Codes Postings Screen Fields

Check No. The check number belonging to the transactions which you wish to adjust. All transactions associated with this check number will be adjusted.

Note: When the Cashiering>Adjustments as Negative application parameter is set to Y, the value in this field automatically defaults to a negative. You may change this to a positive value if desired.

Note: A package wrapper transaction that has been adjusted, cannot be adjusted again.

Note: A Package Wrapper posting in the AR account cannot be adjusted.

Reason Code. Select the down arrow or press [F9] to choose a reason code for the adjustment. A description of the reason code will display next to the field.

Reason Text. Use this text entry box to provide any additional explanation regarding the adjustment. This information is for internal use and does not appear on the guest's folio.

Adjustment Transaction Codes

At the property's discretion, certain "adjustment" transaction codes may be set up. (These may be identified by the letters ADJ in the description, or by using some other naming system.) Adjustment transaction codes may be intended for use when applying adjustments to transactions that are not set up to allow manual posting when the transaction code is configured. (Whether manual posting is allowed using a specific transaction code depends on whether the Manual Posting check box is selected on the Transaction Code configuration.) A "non-manual" transaction code cannot be posted manually and would be reserved for use by, possibly, the End of Day procedure when automatically posting room and tax. For example, 1000 - Room and Tax might be a non-manual transaction code posted by the End of Day process, and 1050 - ADJ Room and Tax might be the associated adjustment transaction code. If the guest was overcharged and you must make an adjustment to the 1000 transaction, you cannot simply post a negative amount using the 1000 transaction code because this code is unavailable for manual posting. You would instead select transaction code 1050 and post the adjustment amount to it.

Adjustment transaction codes may also be set up simply to keep track of adjustments made to specific kinds of transactions. For example, there might be a transaction code 2000 - Lobby Bar Food that is used when posting charges to the guest bill, and an associated 2050 - ADJ Lobby Bar Food that is used when it is necessary to adjust a 2000-type posting. Both of these codes might allow manual posting. Transaction codes are set up individually for the needs of each property. It is up to you to select the correct transaction code when making a posting.